Defining the Future

Template for Preparation of Detailed Project Report

(DPR) in r/o Roads for KIIFB Assistance

1
 Guidelines for preparing Detailed project Report

A detailed Project Report is an essential component of the project. It should be

prepared carefully. Before finalising the DPR, importance should be given to carry
out proper surveys, investigations and designs. Sufficient details should be included
to ensure proper appraisal, approval and implementation of the project in time.
Considering the importance of DPR preparation, a document intended for reference
is detailed along with. The guidelines provided in this document shall be adhered to
strictly. In addition, SPV can incorporate specific additional relevant details to
supplement the base data.

2
Table Of Contents Page Number

Salient Features

Executive Summary
1 Introduction
2 Project Definition, Concept and Scope

3 Project Background
4 Project Details
5 Objective And Scope Of The Work

6 Status Feasibility Studies

7 Requirement/ Demand Analysis
8 Functional Design
9 Engineering Surveys and Investigations
10 Engineering Design
11 Financial Estimates & Cost Projections
12 Revenue Streams

13 Cost Benefit Analysis & Investment Criteria

14 Environmental & Sustainability Aspects

15 Risk Assessment And Mitigation Measures

16 Project Management Organisation

17 Contract Management Strategy

18 Implementation Schedule & Wbs

3
19 Statutory Clearances
20 Quality Management Plan

21 Operations & Maintenance Plan

22 Annexure

4
 SALIENT FEATURES

1. Title of the project

2. Department

3. Details of project location

i. District
ii. Taluk
iii. Corporation/Municipality/Panchayath
iv. Assembly Constituency

4. Implementing agency/SPV

5. DPR prepared by

6. Project outlay

7. Budget provision

8. Budget speech reference

9. Administrative sanction

Nature of the project

10. (New formation/ widening/ strengthening/

widening and strengthening/ new formation,
widening and strengthening)

11. Present status of roads, if any

12. Need for the project

13. Details of proposed roads

i. Length of road
ii. Carriage way width
iii. Thickness of layers

5
 iv. Details of cross drainage works
v. Other details

14. Details of investigations/surveys conducted

i. Traffic
ii. Geotechnical

15. Whether Land Acquisition involved?

If yes, furnish details

Total estimated cost and item wise cost break

16.
up and details of Schedule of Rates

Whether detailed estimate attached?

17. Details of revenue streams

18. Details of Cost Benefit Analysis (CBR value)

19. Details of project risks

Details of project management organisation

20.
strategy

21. Details of contract management strategy

Details of Project Implementation Schedule

22. (PIS) & Work Breakdown Schedule (WBS)
- Proposed duration to complete the project

23. Details of statutory clearances

24. Quality control infrastructure and mechanism

Operations & Maintenance (O&M)

25.
arrangements of the project after completion

26. Details of attached drawings

27. Other attachments

6
EXECUTIVE SUMMARY:

 This section shall contain brief of all relevant details discussed in the following
chapters.

7
1. INTRODUCTION

 This section should provide a general introduction of the project being

submitted.
 General introduction shall include write up on: type of the road project, location
of the project area, general description of topography, physiography and
geology of the project area, historical background of the project, need for the
project, etc.
 Aims and objectives of the project shall also be briefed in the section.

2. PROJECT DEFINITION, CONCEPT AND SCOPE

 The proposed project has to be clearly demarcated in terms of all its sub-
components/elements including quantum of land required, whether any
acquisition is needed, the design, detailed engineering and drawings of each
physical infrastructure sub components, environmental compliance,/protection
measures/improvement measures .

3. PROJECT BACKGROUND

 A brief description of the existing bridge, if any, in the project area, its present
condition and need for the present project..

4. PROJECT DETAILS

 Description of the location and geographic features of the area and adjoining
land.
 A brief description of the geometry of the approach roads, description of
whether there are temples, schools, mosques along the alignment, existing
cross drainage structures, existing utilities like electric & telephone poles and
water lines along the proposed bridge.

8
5. OBJECTIVE AND SCOPE OF THE WORK

 A brief note about the necessity of the works proposed under the project and
the main works to be carried out to fulfill the objective.

6. STATUS FEASIBILITY STUDIES

 Description of any feasibility study conducted earlier and their outcome shall
be discussed in this section.

7. REQUIREMENT/ DEMAND ANALYSIS

 This section should present the specific problem(s) or issue(s) faced by

stakeholders like citizens, businesses or governments that would be
addressed by means of provision of improved services through the proposed
project.
 In this section, describe the project proposed in terms of the rationale behind
the project, clearly focusing on the existing condition (how it will help in
improving the situation and bring benefits to the stakeholders).
 The rationale could be broad based and supplemented with facts and figures.
Information based on objective research, not subjective impressions, should
be provided to justify the need or problem. The rationale should be written in a
way that would lead to objectives.

8. FUNCTIONAL DESIGN

 This section should present an analysis of different options available to

achieve the objective and the reasons for selecting the proposed option should
be substantiated.
 The functional design of the project is mainly achieved through field study and
documentation using existing information and specifications from various
standards
 The alignment of a new road shall be fixed with a view to serve maximum
population and to achieve the maximum utility of the existing road system, if
any. The alignment shall preferably be one which demands minimum land

9
 acquisition and avoiding problematic soils, too many cross-drainage works,
landslide susceptible slopes etc.
 The proposed alignment should achieve the least overall cost on
transportation, having regard to the costs of initial construction of the road
facility, its maintenance, and road user cost, while at the same time, satisfying
the social and environmental requirements.
 Where the project involves improvements to an existing road, every effort
should be directed towards the inherent deficiencies with respect to: plan and
profile, sight distance/visibility in horizontal as well vertical plan, carriageway,
shoulder and roadway width, cross-drainage structures, road side drainage
provisions as well as area drainage consideration and safety features.
 The field study shall include traffic surveys and documentation which may be
done as per the latest revisions and amendments of the relevant guidelines of
MoRTH, publications of Indian Roads Congress (IRC) and Bureau of Indian
Standards (BIS).
 Information about traffic is indispensable for any road project since it would
form the basis for the design of the pavement, fixing the number of traffic
lanes, design of intersections etc. Traffic surveys required to be conducted in
connection with the preparation of road project are: Classified Traffic Volume
Counts, Origin-Destination Surveys, Speed and delay studies, Traffic Surveys
for the Design of Road Junction, Axle Load Surveys, and Accident Records
etc.

9. ENGINEERING SURVEYS AND INVESTIGATIONS

This section should contain:

 Topographic Survey/leveling survey with GPS stations and coordinates –

incorporating the methods used and satisfying all standards and procedures.

 Leveling Survey with GPS stations and coordinates, a brief methodology of

leveling survey, accuracy adopted, nearest bench mark etc.

 Soil and Materials Survey :

10
 i. Soil investigation report including CBR details
ii. Borrow area and quarry details ensuring the quality and quantity of
materials, construction water sources
iii. Soil sample collection and Testing
 Traffic Survey
 BBD survey, if the project demands

10. ENGINEERING DESIGN

 This section should elaborate the technology choices, structural aspects,

pavement layer options and evaluation of the technology option, as well as the
basis for the technology for the proposed project.
 Detailed description of site including topographical and geotechnical
investigations adequate to design the road cross sections shall be furnished.

11
  Existing ROW details:

i. Average width of ROW, carriageway and Shoulder details.

ii. Height of embankment type and condition.
iii. Location of Cross Drainage structures and its present condition.
iv. Side Drain details and present condition with outlet details
v. Details of Retaining Walls and present condition
vi. Utilities and trees within the boundary
vii. Bus bay locations and existing road safety features, if any and its
condition

viii. Details of approach road

ix. Existing sub grade condition with position of water table, HFL(High
Flood Level) etc if the project demands

 The design of new pavement sections, and of strengthening measures

(overlay) for the existing pavement shall be carried out in accordance with the
criteria, standards and specifications given the latest publications of Indian
Roads Congress (IRC) and MoRTH.

 Before strengthening treatment is prescribed, a detailed pavement condition

survey and evaluation shall be carried out in accordance with IRC: 81 to
determine the extent of distress and nature of deficiency in the existing
pavement structure and whether any special treatments e.g. provision for
remedying reflection cracking, pavement internal drainage, sub grade
improvement/ reconstruction, or rectification of any other deficiencies are
warranted.
 The preliminary design for a typical road shall consists of alignment of the
proposed road, longitudinal and cross sections at critical locations, drawings of
cross drainage structures, drains, retaining walls etc.

11. FINANCIAL ESTIMATES & COST PROJECTIONS

 This section should focus on the cost estimates, budget for the project, means
of financing and phasing of expenditure.

12
  Cost estimates have to be worked out on the basis of detailed bill of quantities
(with detailed measurements of length, breadth, and depth / height for each
item), using the current Schedule of Rates of the State Government (PRICE)
or relevant SOR as applicable.
 Applicable taxes, contingencies, investigation charges including any O&M cost
for a specific period shall be clearly specified.
 Lump sum provisions for land acquisition etc. shall be explained in detail.

12. REVENUE STREAMS

 Options for cost recovery, if any, should be explored

 Innovative ideas for additional revenue generation, including potential for
advertisements, revenue recovery options by creating commercial value
oriented investments adjacent to the roads, wayside amenities etc may be
indicated.

13. COST BENEFIT ANALYSIS & INVESTMENT CRITERIA

 Cost Benefit Analysis (CBA) is a technique whereby the costs of and benefits
from a scheme are quantified over a selected time horizon and evaluated by a
common yardstick.
 Cost Benefit Ratio (CBR - benefit to cost ratio), EIRR (Economic Internal Rate
of Return) etc. shall be worked out in detail with all supporting primary and
secondary data conforming to the guidelines of IRC: SP 30 - 2009.
 The project cash flow projections for the life cycle along with underlying
assumptions have to be presented.

14. ENVIRONMENTAL & SUSTAINABILITY ASPECTS

 An Environmental Management Plan (EMP) is to be developed explaining the

possible environmental issues which may arise during the construction and
operation of the infrastructure and associated facilities depending upon the
size of the project.

13
  Environmental impact assessment study if mandatory and measures identified
to mitigate the adverse impact, if any shall be conducted and documented in
detail.
 Issues relating to land acquisition, diversion of forest land, wildlife clearances,
rehabilitation and resettlement should be addressed in this section.
 Inclusion of international best practices in sustainable infrastructure
management including potential low carbon emission, low energy, zero
pollution etc. is desirable.

15. RISK ASSESSMENT AND MITIGATION MEASURES

 For those projects which involve large capital outlay and various issues
relating to land acquisition, environmental aspects, a detailed and systematic
risk analysis may be resorted.
 Identification and assessment of implementations risks which can lead to time
overrun, cost escalation, scope reduction etc. is the primary stage in risk
assessment.
 Risk analysis could include legal/contractual risks, environmental risks,
revenue risks, project management risks, regulatory risks etc.
 The mitigation plans including risk avoidance, risk transfer, and risk elimination
are to be well analysed and documented.
 For complex projects with multiple risk profiles, numerical modeling and
simulation may be adopted.

16. PROJECT MANAGEMENT ORGANISATION

 Responsibilities of different agencies for project management of the said

project should be elaborated. The organization structure at various levels,
human resource requirements, as well as monitoring arrangements should be
clearly spelt out.
 Management arrangements refer to the institutional structures and
mechanisms that would be set up for ensuring effective project management.
 The involvement of external consultant if any shall be documented

14
17. CONTRACT MANAGEMENT STRATEGY

 Contracting methodology for the execution of the project should be specified in

detail. (item rate, lump sum, design and execute , EPC etc.)
 The system followed in the bidding document and manuals of reference etc.
shall be explained (PWD/CPWD/ FIDIC) etc.
 Any variation proposed from the current practices acceptable under Govt. of
Kerala (Arbitration, escalation etc.) in the system due to any specific technical
aspects associated with the project need to be explained with justification.
 Any contract clause which may likely to lead to additional financial liability shall
be identified and reported with suggestions to overcome such issues.

18. IMPLEMENTATION SCHEDULE & WBS

 The time bound work schedule is an important part of every project because it
helps in better handling of projects in planning, implementation etc.
 This section should indicate the propose zero date of commencement and
also provide a Bar chart / Project Schedule, wherever relevant.
 Phasing of project activities, proposed contract packages and schedule of
implementation for each phase.
 Identify critical dependencies in the project and expected timelines for
completion of key milestones and associated process indicators for the same.
 The DPR should provide a time-bound action plan including tendering,
appointment of contractors, construction schedule,, quality assurance & quality
control and post-construction activities, including project delivery

19. STATUTORY CLEARANCES

 This section should elaborate the statutory clearances to be obtained from the
various authorities.
 Statutory approvals as per bye laws, master plan, fire safety norms,
environmental clearance etc. as applicable for the project are to be taken.

15
20. QUALITY MANAGEMENT PLAN

 The DPR shall include information relating to the institution to be engaged in

the quality assurance & quality control of the project execution.
 Methodology to be adopted to ensure the quality of construction should be
clearly mentioned in the report.
 Quality management plan including the internal inspection and testing
procedure shall be documented.
 Third party quality control mechanism is adopted its structure and plan shall be
specified in detail.

21. OPERATIONS & MAINTENANCE PLAN

 The DPR shall incorporate/include information relating to the institution to

be engaged in the O&M of the created infrastructure asset/enhanced
infrastructure assets.
 Brief description/analysis of the key issues and obstacles in regard to O&M
(including billing/collection issues) and proposed countermeasures to
overcome them for the project should be contained.
 Requirement of funds for operation and maintenance of assets should also
be included in the report.

ANNEXURES

I. KEY MAP OF THE PROJECT LOCATION

II. APPROVED ALIGNMENT DRAWINGS
III. LONGITUDINAL AND CROSS SECTION DRAWINGS
IV. DRAWINGS (GAD & STRUCTURAL) OF CROSS DRAINAGE WORKS AND
DRAINS
V. DETAILED ESTIMATE
VI. GEO-TECHNICAL INVESTIGATION REPORT
VII. COPIES OF STATUTORY APPROVALS
VIII. INDEX MAP

16
IX. PROPOSED CULVERT DRAWINGS
X. ROAD SAFETY STRIP PLAN

17